CLUB PROFILE
The Allegan County Snowmobile ORV Association (ACSORVA) is a participant in the Michigan Department of Natural Resources Grant Sponsor Program and is a member of Michigan Snowmobile ORV Assoc. (MISORVA). We are a volunteer organization dedicated to the success of snowmobile and ORV recreation in Michigan. We currently operate two trail groomers,maintain 98 miles of snowmobile trails, and promote ORV and snowmobile riding opportunities and access throughout Allegan County.
OUR MISSION
The mission of the ACSORVA is to promote the sport of all motorized recreation! Through the use of our membership, grooming operations and affiliation with the Michigan DNR we strive to promote all aspects of the sport. We encourage everyone to ride in a friendly and safe manner.
We ask all snowmobile enthusiasts to respect the rights of others, especially our landowners and those who live near the trail system. Be responsible, courteous and safe at all times.
OUR BY-LAWS
APPROVED BY-LAWS
Of the ALLEGAN COUNTY SNOWMOBILE & ORV ASSOCIATION
Approved on April 1, 2012 by the Members
Amended on April 14, 2013 by the Members
Amended on April 23, 2017 by the Members
Amended on April 27, 2019 By the Members
Article I – NAME AND PRINCIPAL LOCATION
This organization shall be known as ALLEGAN COUNTY SNOWMOBILE & ORV ASSOCIATION located at 1697 36th Street, Allegan, MI 49010.
Article II – MISSION
The mission of the Allegan County Snowmobile & ORV Association (referred to as the “Club” in this document) is to promote and educate the public concerning the sport of safe snowmobiling. Using our members, clubhouse facilities, grooming operations and affiliation with the State of Michigan and Michigan Snowmobile Association, we strive to promote all aspects of the sport and to educate the public, our members and other enthusiasts to practice safe snowmobiling. We encourage all members to ride in a friendly and safe manner.
ARTICLE III – ORGANIZATION AND LEGAL STATUS
Section 1 – Tax Exempt Status
The Allegan County Snowmobile & ORV Association is organized under IRS Section 501(c) (7) as a social membership organization and is tax exempt under that Section. Donations to the Club are not qualified as tax deductible. This Club is organized for the purpose of having a group for education, recreation, pleasure and other similar nonprofit purposes as specified by Code Sec. 501(c)(7) including but not limited to the acquiring of property, both personal and real, which would enable the Club to further carry out its Mission Statement.
ARTICLE IV – MEMBERSHIP
Section 1 – Membership
Membership in the Club shall be open to all persons interested in the development and promotion of the proper use of snowmobiles and other snow vehicles for the purpose of enjoyment and recreation. There are three classes of memberships: individual memberships, family memberships and commercial memberships. An individual membership shall have one (1) Primary Member, a family membership shall have two (2). A commercial membership shall have Two (2) Primary Member. A Primary Member must be 18 years of age or older.
Section 2 – Lifetime Members
A club member may become a lifetime member after twenty-five (25) years of continuous membership in good standing or by unanimous vote of Board of Directors present at any meeting. Lifetime members will then be considered Primary Members in good standing.
Section 3 – Voting
Only Primary Members in good standing may vote in Club elections and on other Club matters and must be present in order to vote, except as otherwise specifically provided. There shall be no absentee ballots or proxy votes for any election or for any other vote of any nature unless otherwise specifically permitted. Voting may occur remotely if a member is electronically connected to said meeting using meeting specific software, unless a written ballot is required. Primary Members in good standing are those whose fees have been paid dues by January 1, prior to the Annual Meeting.
Section 4 – Meetings
The Club will hold a general/Board of Directors meeting(s) as determined by the Board of Directors. The Annual Meeting of the Club shall be held in April each year, on a date determined by the Board of Directors. Special meetings of the Club may be held at the call of the President, or by at the call of a majority of either the club members or of the Board of Directors.
Section 5 – Rules of Order
Robert’s Rules of Order will be used as a procedural guide. These By-Laws take precedence over Robert’s Rules of Order when there is a written exception.
Section 6 – Method of Giving Notices
Club members and Board members alike will be notified via an email or by USPS mail of regularly scheduled meeting dates and locations as determined by the Board of Directors at the beginning of the fiscal year or as the Board approves such meetings. Changes to these various dates will also be communicated via email or by USPS mail (if email is not available).
Section 7 – Timing of Notices
Notice of the Annual Meeting will be communicated to members not less than seven (7) prior to the date of the meeting. Each member shall be given at least seven (7) days’ notice of any special meeting of the Club or of a changed meeting date, indicating the business to be conducted at such meeting, unless the Board in its judgment determines the need to schedule a meeting in less time.
Section 8 – Fees
Membership fees and privileges shall be determined by the Board of Directors. All members shall pay their dues commencing with the month of October and dues shall be for the year, October 1 to September 30.
Section 9 – Contributions to Other Organizations
No money will be donated to any other organization, charitable or otherwise, unless approved by a two-thirds (2/3) vote of all the members present at a scheduled meeting.
Section 10 – Code of Ethics and Rules
This Club hereby incorporates the Code of Ethics and Rules attached hereto. Any member of this Club not adhering to the Code of Ethics and Rules will be so notified in writing and disciplined as determined by the Board of Directors, including membership suspension or revocation. Such membership suspension shall be for a period of time as specified by the Board of Directors.
Section 11 – Conflict of Interest
A conflict of interest is defined as any issue in which a Club member, Board member or one of their immediate family members (child, parent, grandparent or grandchild) might benefit financially from that issue. Club members and Board members alike may not vote on any issue involving a conflict of interest.
Section 12 – Club Member Work Performed
Any work performed for the Club by a Club member bid for $5000 or more shall require at least two (2) additional written bid from a non-Club member (regardless of reimbursement through the Grant account or the Club account).
ARTICLE V – GOVERNING BODY
Section 1 – Board of Directors
The governing body of the Club shall be a Board of Directors elected by the membership. The Board shall consist of at least 6 members and may include up to 3 members at large. All Officers are Directors.
Section 2 – Election
The Board of Directors shall be elected at the Club’s Annual Meeting by a simple majority written vote of the primary members in good standing that are present at the Annual Meeting. The Nominating Committee will prepare a list of candidates and report their recommendations to the Board thirty (30) days prior to the Annual Meeting. The recommendations will be published on the Club’s website and listed in the notice of the Annual Meeting. Nominations may be made from the floor. Any nominee not present at said Annual Meeting must provide written consent to the nomination. All nominees must be members in good standing.
Section 3 – Voting
There shall be no absentee ballots or proxy votes for any election or for any other vote of any nature. Those who vote must be present at the meeting in question in order to vote. Voting may occur remotely if a member is connected electronically to the meeting using meeting-specific software unless a written ballot is required. All votes are to be by a simple majority of the quorum present, unless specified otherwise.
Section 4 – Terms of Office
Each term begins in April following election at the Annual Meeting.
Section 5 – Powers of the Board
The Board shall make all rules and regulations, policies and procedures, which it deems necessary and consistent with the Articles of Incorporation, the By-Laws of the Club and applicable statutes of the State of Michigan. The Board may be overruled on any matter by a majority vote of members in good standing. The Board shall conduct the day-to-day business of the Club and is authorized to spend reasonable and prudent amounts for the Club consistent with the annual approved budget. Any amount to be spent that is $500 greater than the approved budget amount for that category requires a simple majority vote of the Board of Directors present at a meeting.
Section 6 – Meetings
The Board of Directors shall hold its meetings at such times and places as a majority of the Directors determine. The time and place of such meetings shall be communicated to members at least seven (7) days to such meeting. A quorum for meetings of the Board of Directors shall be a simple majority (one more than half) of the Board of Directors. Special meetings of the Board may be called by the President, or called by five or more of its club members or called by any two members of the Board of Directors. Special meeting must have 18 hour notice.
Section 7– Removal
Any Board of Director who, without cause, misses three meetings in a row will be expected to resign and may be removed from office by a majority vote of the Board. The Board may appoint a new Director by simple majority vote of the quorum present to serve out the vacant term. The Board of Directors may remove any Director by the vote of a 2/3’s absolute majority of all the Board of Directors (not just a 2/3’s majority of the quorum present), whenever in its judgment; the best interests of the Club will be served thereby.
Section 8 – Compensation of Officers and Board Members
No Director or Club members shall be compensated for the performance of services for the Club, unless approved by a 2/3 absolute majority vote of the Board of Directors but may be reimbursed for expenses incurred on behalf of the Club. Such expenses are to be approved by the Board of Directors. A documented invoice is required to be presented to the Treasurer for reimbursement.
Section 9 – Resignations
Any Director may resign at any time by giving written notice to the Board of Directors. Any such resignation shall take effect upon receipt of written resignation.
Section 10 – Vacancies
If there is a vacancy in any Director position, the Board may appoint a Director by a simple majority vote of the quorum of Directors present at such meeting. Any person appointed to fill a vacancy shall serve the remainder of the vacant term.
ARTICLE VI – OFFICERS OF THE BOARD
Section 1 – Officers – Amended 4/14/13
Officers of this Club shall be: President, Vice-President, Secretary, Treasurer, Grant Administrator, Sergeant-of-Arms, and three at large member, elected by a simple majority of the members present at the Annual Meeting.
Section 2 – Election and Terms
The President, Vice President, Secretary, Treasurer and Sergeant-of-Arms shall be elected for a term of one (1) year. During the fiscal year, Officers may hold only one position at one time but may hold different positions during the year.
Section 3 – Giving of Bond by Officers
The Club’s insurance policy shall carry a rider bonding all Directors, Officers and members in their performance of various Club related activities and duties in an amount determined by the Board of Directors.
Section 4 – Duties
DUTIES OF THE PRESIDENT: The President shall preside at all meetings of the Club and may vote at such meetings. The President shall enforce the provisions of the Club’s By-Laws and Charter and shall be the general executive officer of the Club. The President shall appoint all committees not otherwise provided for and shall designate a duly appointed Board Member to serve on such committee. The President shall prepare the agenda for each Board meeting and for each member’s meeting. The President shall be a member of the Grant Administration Committee. The President shall also perform such other duties as may be assigned to him by the Board of Directors.
DUTIES OF VICE PRESIDENT: The Vice President shall assist the President in the discharge of those duties and during The President’s absence shall perform those duties. In the event that a vacancy occurs in the office of President, the Vice President shall act as President for the unexpired term, subject to the approval of the Board of Directors. The Vice President shall be a member of the Nominating Committee and the Audit Committee.
DUTIES OF THE SECRETARY: The Secretary shall record the proceedings of the Club meetings, shall handle all Club correspondence and perform such other duties as may be designated by the Board of Directors from time to time. All correspondence and communication to the Club’s general membership shall be through, or coordinated by, the Secretary.
DUTIES OF THE TREASURER: The Treasurer shall receive and deposit all monies due the Club and Grant, shall disburse all funds as provided for in the approved annual Budget from either the Club or the Grant accounts, and shall record and report the activity of the accounts of the Club to the Board and to the members. All monies received and disbursed shall pass through the Club’s bank accounts as designated from time to time by the Board. The Club’s books shall be open for examination at any time by the Board of Directors and by members upon two (2) weeks written notification. Requests for reports will be $5, payable prior to receipt of said reports. The Treasurer shall make a financial report at each meeting of the Club and at such other times as designated by the Board of Directors. The Treasurer and any authorized Officer appointed by the Board of Directors shall sign all checks of the Club. No monies are to be paid to Club members or others in cash. The Treasurer shall be a member of the Grant Administration Committee.
ARTICLE VII – COMMITTEES
The President shall appoint all committees not otherwise provided for and shall designate a duly appointed Board Member to serve on such committee.
Section 1 – Nominating Committee
The Nominating Committee shall accept nominations and prepare a slate of candidates for the Officers and Board of Directors. This committee will report their recommendations to the Board for their review thirty (30) days prior to the Annual Meeting. The Vice President shall be a member of this committee.
Section 2 – Grant Administration Committee
The Grant Administrator shall chair the Grant Administration Committee and compile any and all documents, financings and contracts, requests and projects with the State of Michigan related to administering the Grant. The Grant Administrator, working with the Grant Administration Committee, shall prepare reports detailing the grant requests submitted to the State, indicating which requests have been approved and which have been denied. The Treasurer and Grant Administrator will sign all State reimbursement forms. Further, the Grant Administrator or Treasurer shall provide written reports from the State to both the Board and to members detailing the complete flow of monies through the Grant account. The Grant Administration Committee shall review trail conditions annually, presenting a report of projects intended to improve the safety and/or ride-ability of the trails to the Board prior to the deadline for submitting Grant requests. This Committee is responsible for ensuring that all deadlines concerning filing requests, reports and other documents with the State are met. The President and the Treasurer shall be members of this committee.
Section 3 – Events Coordination Committee
The Events Coordination Committee is responsible for cooperating with and assisting the Event Coordinator to plan, organize, fund and carry out those events as may be approved by the Board and the members.
Section 4 –Audit Committee
The Audit Committee shall be responsible for reviewing the Treasurer’s records bi-annually (September – May) and report any discrepancies found during such review to both the Board and to the members. The Treasurer shall correct such discrepancies within thirty (30) days of such finding. The Audit Committee is responsible for reviewing bi-annually (September – May) the records and reports of the Grant Administrator and for giving a report to the Board and members indicating any discrepancies found during such review. The Grant Administrator shall have thirty (30) days to correct such discrepancy. An annual report detailing the accuracy of record keeping by the Treasurer and the Grant Administrator shall be presented to the Board for its review and acceptance. The President and Vice President shall be a member of this committee.
ARTICLE VIII – RECORDS OF THE CLUB
All reports presented to either the Board or members at designated meetings become the property of the Club. Such records shall be returned to the Club at the end of each term served or as requested by the Board. Records will be stored at the Club; the length of storage shall be according to current IRS regulations.
ARTICLE IX – FISCAL YEAR
The fiscal year of the Club shall be October 1st to September 30th.
ARTICLE X – AMENDMENTS OF BY-LAWS
Amendments to the By-Laws of the Club shall be made only upon a two-thirds (2/3) vote of the members of this Club who are present and voting at the Annual Meeting of the Club or at the special meeting called for the express purpose of amending said By-Laws.
ARTICLE XI – PROCEDURES
The Club’s Procedures are intended to further clarify the By-laws, define terms, and describe procedures and modes of operation and communication between the board members, committees, and the membership. The Procedures may be amended by majority vote of the Board of Directors.
ARTICLE XII – STATEMENT OF NONDISCRIMINATION
It shall be a policy of the Club to provide equal membership/employment/service opportunities to all persons without regard to race, religion, creed, color, national origin, age, sex, parental status, sexual orientation, disability or membership in any other organization.
ARTICLE XIII – DISSOLUTION OF THE CLUB
In the event of the dissolution of the Club, after paying or making provision for the payment of all of the liabilities of the Club, all of the Club’s assets, real and personal, shall be disposed of in a manner approved by an absolute vote of 2/3’s of the Club members who must be present to vote at such meeting, according to applicable IRS regulations.
ARTICLE XIV – CERTIFICATION
I hereby certify that the foregoing By-Laws were approved by two-thirds (2/3’s) of the members who were present and voting for the ALLEGAN COUNTY SNOWMOBILE & ORV ASSOCIATION, at a duly called meeting of said Club, held on April 27, 2019